General Function and Support: The Assistant Director of Advancement Services and Executive Assistant serves an integral role in supporting the Development Office through effective database management, gift entry, reporting and acknowledgment. In addition, the assistant director will provide administrative support to the Head of School and serve as Secretary to the Board of Trustees. A meticulous attention to detail, keen problem-solving skills, and the ability to multitask in a fast-paced environment will be essential skills for success in this position. This is a full-time, in-person, 12-month administrative position.
Maintains the Head of School’s calendar and communication including scheduling all appointments and meetings with both internal and external constituents. Coordinates all travel arrangements for the Head of School.
Coordinates all-school calendar planning, coordinating with key departments across the school.
Handles all correspondence of the Head of School including creation of routine correspondence including but not limited to development communications, acknowledgement letters, communications on behalf of the Head of School and other correspondence as required.
Maintains budget for Head of School including budget analysis, reconciliation, and management of payments/invoices.
Assists event and meeting coordination for events/meetings hosted by the Head of School, Development or Board of Trustees.
Serves as liaison between Stuart and the Society of the Sacred Heart and Network of Sacred Heart Schools as requested by the Head of School.
Coordinates purchasing on behalf of the Head of School including, but not limited to retirement and years of service gifts, volunteer gifts, etc.
Maintains Stuart Memorial League.
Facilitates all leadership team member searches.
Board of Trustees Support
Provides executive support to the Board of Trustees, serving as Secretary.
Drafts agendas, minutes and other materials for Board of Trustee meetings as requested by the
Chair of the Board of Trustees or Head of School. Maintains all relevant materials for meetings.
Disseminates materials to the Board of Trustees.
Prepares annual meeting schedule.
Coordinates and provides logistical support for all committee and board meetings.
Manages travel and purchasing for the Board of Trustees.
Prepares biographical information and records updates.
Maintains and coordinates all files for the Board of Trustees.
Attends and takes minutes at all Board of Trustee Meetings and ad-hoc meetings as required, maintaining strict confidentiality at all times.
Responsible for coordinating database activities for development, overseeing plans for database utilization and optimization including business roles and efficient, effective ways to track and record student and donor engagement including affiliations and interests.
Oversees and records system updates and additions including new records and record updates ensuring accuracy and efficiency through both individual and global updates including event, student, parent, alumnae, friend, financial and biographical updates.
Builds and runs queries, lists and other reports from development database for mailings, emails, reports, etc. utilizing queries, exports and other database tools.
Develops and executes monthly and ad-hoc reports for the development office, including, constituent outreach and engagement, fundraising performance, participation rates, proposal progress, staff performance, etc.
Supports overall management of the database including updating constituent information, creating new records, and managing data cleanup.
Develops systems and procedures to ensure transition of constituent information from enrollment to advancement databases.
Enters and acknowledges gifts and payments ensuring accurate data entry, including data imports from third party platforms.
Prepares cash deposits as required for gifts made by check or cash and provides supporting documentation for the Business Office who deposits the funds.
Works with the Business Office to establish new funds and transfers between funds.
Partners with the Business Office to reconcile Gift Summary and Detail reports including supporting documentation for all gift types.
Produces gift, payment and pledge reports.
Manages pledge fulfillment process including records, reminders and write-offs.
Acts as Advancement Office liaison for the annual Business Office audit.
Stewardship and Communication
Ensures appropriate documents are filed and tracked with Development and Finance.
Compiles giving reports for annual, capital, endowment and campaign giving and the Annual Report. ? Prepares acknowledgement letters; Provides leadership and volunteers with information needed for donor acknowledgment.
Provides office and organization support.
Maintains filing system for the Director of Development and Head of School.
Supports department mass mailings and label production.
Prepares reports for the annual survey of schools and annual report.
Participating in training and professional development related as needed.
Imbued with a deep sense of the school’s mission
Bachelor's degree required
Experience with Raiser’s Edge is highly preferred
Fluent in latest technology pertinent to job duties
Understands database systems, structures, and best practices
Highly analytical with the ability to manipulate data with inherent attention to detail
Possesses the ability to work independently as part of a small, close-knit team.
The ability to lift 25 pounds
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
Applicants of diverse, underrepresented backgrounds are encouraged to apply. An equal opportunity employer, Stuart Country Day School of the Sacred Heart seeks candidates who will demonstrate skills in cross-cultural leadership practices and a dedication to working in a diverse community. The school seeks candidates who can:
Communicate effectively with diverse populations.
Create an inclusive work environment.
Engage in professional development opportunities to further develop inclusive leadership practices.
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